This article only applies to Enrollees who already have an account in Enrollsy. Please read this article to learn how to enroll someone who does NOT have an account. Also, the Enrollee's current enrollment history DOES NOT need to be preserved.
If you need to preserve the enrollment history of the current enrollment, STOP reading and read this support article for instructions.
The Scenarios
An Enrollee needs to REASSIGN Classes (getting rid of one Class and adding another). When you REASSIGN an Enrollee, the previous enrollment will disappear and be replaced by the enrollment you move the Enrollee to.
An Enrollee needs to ADD a Class (in addition to current enrollments).
Important Information about Reassigning/Re-enrolling
Important Information about Reassigning/Re-enrolling
Payment Plans are attached to the Program. When Admin users move Enrollees to another Class, the Payment Plan will divert to a Program-Level Payment Plan. If the Enrollee is moved to another Program and the previous enrollment is deactivated, any Payment Plan that was attached will disappear from the Enrollee's Billing page. If the enrollment is deactivated and deleted, both the enrollment and the billing will disappear.
Admins must manually add Invoices and/or Payment Plans to new enrollments. This means that after you move an Enrollee to a new Program/Class, you will have to create an Invoice for any fees currently due (i.e., "Due at Enrollment") or add an individual Payment Plan to their account.
What Happens When You Reassign
When you REASSIGN an Enrollee, the previous enrollment will disappear and be REPLACED by the enrollment you move the Enrollee to.
For example, Suzie enrolled in Art 101 but needs to switch to Music Composition instead. The Art 101 enrollment history DOES NOT need to be preserved. You reassign her to Music Composition via one of the steps below. Art 101 disappears from Suzie's enrollment page and is replaced with Music Composition.
Two Ways to Assign/Reassign Classes
There are two ways to assign or reassign Classes:
Classes Page - On the Classes page via the Unassigned List and Add and Remove buttons. The way you do this will depend on how your Programs and Classes are set up. See Programs & Class Setup for steps.
Enrollee's Page - On the Enrollee's page via the "Edit Enrollment" button. This is best done for individual accounts where the previous enrollment does not need to be kept for historical purposes or if you have a complicated setup (like class selection or credits). See Enrollee's Page for steps.
Program & Class Setup
How you reassign Enrollees to a different Enrollment Period and/or Program depends on your Program setup. If you don't know, head to the Programs page and click on the pencil icon next to your Program. Click on Enrollment Model. Is it:
Simple - Continue to Simple Enrollment Model below
Days per Week - Continue to Days per Week Enrollment Model below
Classes - Continue to Classes Enrollment Model below
Simple Enrollment Model
Simple Enrollment Model
If your Program is set up on the Simple Enrollment Model, follow these steps;
Step 1 - Find the Enrollee in the Class on the Classes page.
Step 2 - Open the Class by clicking the down arrow on the far right of the Class.
Step 3 - Select the Enrollee by clicking the box to the left of the person's name.
Step 4 - Click "Reassign" and reassign to the Unassigned List.
Step 5a - The next step is to assign the Enrollee to the new Class. If the Class is in the SAME Program, click on "Assign" from the Unassigned List and choose the Class to move them to that Class.
Step 5b - If the Class is in a DIFFERENT Program, click the "Re-Enroll" button from the Unassigned List to change the Program. Once you choose the new Program, click on that Program and assign the Enrollee to the new Class.
Days per Week Enrollment Model
Days per Week Enrollment Model
If your Program is set up on the Days per Week Enrollment Model, follow these steps:
Step 1 - Find the Enrollee in the Class on the Classes page.
Step 2 - Open the Class by clicking the down arrow on the far right of the TOP Class (not the individual Classes).
Step 3 - Select the Enrollee by clicking in the box to the left of the person's name.
Step 4 - Click "Reassign" and reassign to the Unassigned List.
Step 5a - The next step is to assign the Enrollee to the new Class. If the Class is in the SAME Program, click on "Assign" from the Unassigned List and choose the Class to move them to that Class.
Step 5b - If the Class is in a DIFFERENT Program, click the "Re-Enroll" button from the Unassigned List to change the Program. Once you choose the new Program, click on that Program and assign the Enrollee to the new Class.
Step 6 - Open the top Class with all Enrollees, and find the Enrollee you just assigned to the Class. Click the "+Day" to add them to a Day. You will have to do this for each day they are enrolled.
Classes Enrollment Model
Classes Enrollment Model
If your Program is set up on the Classes Enrollment Model, follow these steps:
Step 1 - Find the Enrollee in the Class on the Classes page.
Step 2 - Open the Class by clicking the down arrow on the far right of the Class.
Step 3 - Select the Enrollee by clicking in the box to the left of the person's name.
Step 4 - Choose "--Class," and the Enrollee will automatically be assigned to the Unassigned List UNLESS the Enrollee is enrolled in other Classes with the same Program. In this case, you will have to click "Add" in the Unassigned List to add the Enrollee.
Step 5a - The next step is to assign the Enrollee to the new Class. If the Class is in the SAME Program, click on "Assign" from the Unassigned List and choose the Class to move them to that Class.
Step 5b - If the Class is in a DIFFERENT Program, click the "Re-Enroll" button from the Unassigned List to change the Program. Once you choose the new Program, click on that Program and assign the Enrollee to the new Class.
Add a Class
For this scenario, all you are doing is ADDING a Class in addition to any other enrollments the Enrollee may have.
Step 1 - Add Enrollee to Unassigned List in New Class
In the Unassigned List in the NEW Program, click "Add."
Search for the Enrollee in the search bar. Once you click on the Enrollee's name, they will be added to the Unassigned List.
Step 2 - Assign Enrollee to New Class
Select the Enrollee.
Click "Assign," and assign them to the new Class by clicking on the Class name.
Enrollee's Page
You can enroll someone with an existing Enrollsy account into either a different Class (only if the Enrollee's current enrollment history DOES NOT need to be preserved) or into a new Class within the same Program the Enrollee is already enrolled in.
In the example below, Jane is currently enrolled in the "Adult Enrichment" Program in the Computer 101 Class. To either add another Class or change her Class, follow these steps:
On the Enrollee's page, on the Enrollment Card, click on "Actions"
Select "Edit Enrollment" in the dropdown menu
A new window will open where you will see the current enrollment checked. Here you can do the following:
Remove the Enrollee from the current Class (uncheck the box of the current Class)
Add one or more Classes (check the boxes beside each Class in the Program)
When you edit an enrollment in this manner, you will see a notice pop up at the bottom of the screen that says, "Enrollments successfully changed! Payment Plans NOT changed, navigate to the Billing tab to make any necessary changes." It looks like the screenshot below.
The above message means that if the Class you changed was assigned to a Payment Plan, that Payment Plan will no longer be assigned to that Class. You will need to click on the Billing tab and reassign the Payment Plan to either a new Class or to the Program. See this support article for how to fix invalid Payment Plans.